GOVERNMENT OF INDIA(BHARAT SARKAR) MINISTRY OF RATLWAYS(RAIL MANTRALAYA) (RAILWAY BOARD) ‘No,2006/fuel/282/5 pt. New Delhi, dt. 9-03-2010 ‘The General Managers, All Indian Railways Sub: Revised Joint Procedure Order for checking of HSD oil at Railway Consumer Depots & Railway Diesel Installations In supercession of earlier Joint Procedure Order (JPO) issued vide Railway Board’s letter of even no. dated 14.06.2007 for checking of HSD oil at Railway Consumer Depots & Railway Diesel Installations, a copy of revised Joint Procedure Order on the subject is enclosed herewith for information and necessary action. The IPO has the approval of the Board (MM,MT,FC) Hindi version will follow. Q 3\10 (SM. Shama! Director, Mechanical Engg (Tr.) Railway Board.Govt. of India Ministry of Railways (Railway Board) REVISED JOINT PROCEDURE ORDER FOR CHECKING OF HSD OIL AT RAILWAY CONSUMER DEPOTS & RAILWAY DIESEL INSTALLATIONS February, 20102.2. 23. REVISED JOINT PROCEDURE ORDER FOR CHECKING OF HSD OIL AT RAILWAY CONSUMER DEPOTS INTRODUCTION : Constitution of the Committee to formulate the JPO: Ministry of Railways (Railway Board) had constituted a Committee to formulate a Joint Procedure Order for checking of HSD Oil at Railway Diesel Installations / Railway Consumer Depots (RCDs) vide order No. ERB-1/2006/23/16 dated 06.06.2006. The committee consisted of the following members:~ 1, EDME (Traction), Railway Board : Convener 2. EDTT (F), Railway Board : Member 2. EDF(S), Railway Board 2 Member Based on the feedback obtained from the Zonal Railways and interaction with the Oil PSUs on matters pertaining to their obligations, the JPO has been revised. Applicability of the JPO : This JPO is not intended to supersede the Joint Procedure Orders in force on various Railways. The JPOs of the Zonal Railways have detailed instructions on indent, transportation, receipt, storage, issue, accountal and payments pertaining to HSD oil. This JPO will supplement the JPOs of the Zonal Railways. Wherever the provisions of the JPO of Zonal Railways are in variation with this JPO, the provisions of the Railway Board will prevail and have immediate effect. RECEIPT OF HSD OIL: HSD oil is being received at the RCDs by tank wagons and/or road tank trucks/pipe line. Considering the location of RCDs and the location of the feeding depot of the supplying oil company, Zonal Railways may formulate the mode of transportation and the detail procedures of receipt as per the current valid RC. If both rail and road alternatives are available, preference has to be given to obtaining supply of HSD oil by road. Decanting of HSD oil from tank wagons / road tank trucks is to be undertaken during day time. Decanting is not permitted after the sunset, unless extreme urgency warrants so. The urgency for decanting oil after the sunset is to be certified by the Sr. DME . Sample tests from each road tank truck and/or tank wagon with water soluble paste must be carried out before decanting. Dip readings of the tank wagon(s) and road tank truck(s) are to be meticulously 12.6. 27, 2.28. 22, 3.1 34 33 taken and recorded before decanting. Wherever contamination of the HSD oil with water is detected and/or shortage of oil is found as per reading, the tank truck/wagon must not be decanted. Each Zonal Railway shall formulate its procedure to handle such issue as per its organization and local arrangement. Decanting of the HSD oil must always be done to the storage tanks. Decanting of oil into empty barrels (except for drawal of samples) or to locomotives directly is not permitted. Where ever the supply of HSD oil to RCD is exclusively done by road, a level platform is to be made for placement of road tank truck. Good approach road should also be made available to RCDs by the railways. The decanting of such road tank trucks is to be personally inspected by a Gazetted Officer at least once in two months to ascertain that the instructions and accountal procedure are being properly followed. Before decanting, 10-15 minutes settling time to be permitted. As soon as a tank wagon is placed in the siding of decanting line, the supplier’s seals at the top and bottom should be checked. If they appear tampered with or missing, an immediate joint inspection by representatives of Mechanical, Traffic and Security departments should be conducted, the actual quantity assessed in their presence by dip measurement and appropriate record be made. Oil company may also be intimated. In some RCD, receipt of HSD oil is made directly through a pipeline from the oil company’s depot. In such cases, the measurement of quantity should be done as per the latest Replacement Agreement. The received quantity is to be recorded in presence of the representatives of the RCD and the oil company. The flow meter is to be maintained as per para 5.3. STORAGE TANKS: The ground availability of HSD oil in each storage tanks in the RCD is to be measured by dip reading and recorded while handing over/taking over. Samples from each storage tank are to be drawn at least once every month and are to be tested for water contamination in a laboratory to be nominated by the respective Zonal Railways. Any abnormal increase in water content detected in a storage tank is to be brought to the attention of the Sr. DME and the Headquarters and necessary investigation and remedial measures are to be promptly initiated. In normal course, cleaning and painting of the storage tanks are to be undertaken after 5 years by the oil company. However, inspection of storage tanks will be done jointly by the representatives of the railways and the Oil Company every 4 years from the date of installation/last cleaning. If conditions warrant, the tank will be cleaned and painting will be done after 4 years. This laid down periodicity is to be communicated to the oil company by the respective $r.DME in writing. In case the oil company does not adhere to the periodicity of cleaning and painting of the storage tanks, the same is to be brought to the attention of the Head Quarters and Railway Board. Such lapse is to be considered in the performance review of the oil company before awarding further rate/running contract, After undertaking cleaning, the date of cleaning and the date the next cleaning is due is to be painted on each storage tank at a visible location, If at any stage problem is noticed in the calibration of the tank fresh mathematical calibration would be undertaken by the Oil Company. If this does not correct the problem then repair/replacement of the 254 41 42. 43. 44. 4.5. tank will be undertaken by the Oil Company. The storage tanks are calibrated after their fabrication during commissioning of the RCD. During cleaning fresh calibration of the tank should be undertaken by the oil company if physical deformation of the tank is noticed. During cleaning of the storage tank, the accumulated sludge is to be collected in empty barrels and the quantity is to be assessed and recorded in presence of the RCD In-charge, the stock verifier of the accounts department and the representative of the oil company. The assessed quantity of sludge is to be debited from the ground balance and written off by taking the sanction of the competent authority as per the Schedule of Powers in force in the Zonal Railway. The sludge is to be disposed off by the Railways in an appropriate manner and keeping in view any stipulations of the State Pollution Control Board. The oil company will provide technical assistance for disposal of the sludge. The area housing the storage tanks must have bright illumination with metal halide or similar lamps and appropriate green patches with lawn and horticulture. ISSUE OF HSD OIL: Issue of HSD oil is to be invariably undertaken through a calibrated flow meter. ‘The flow meter must have a totalizer. Any additional standby flow meter an associated pipeline etc, if merited, will be provided by the Oil Company at the railways cost. The normal procedures for awarding of works contract will apply. Issue of HSD oil to the locomotives is to be accounted by the flow meter reading. Wherever the flow meter is calibrated and is in working condition all accountal records on issue side is to be as per the flow meter reading. The locomotive fuel gauge indication, which has a least count of 50 liters, will be seen only for confirmatory cross check, In case there is a considerable difference (about 100 litres) in the indicated fuel issued quantity between the calibrated flow meter and the locomotive fuel gauge the concerned Diesel Loco Shed is to be advised by the RCD In-charge with regard to such difference. The Loco Shed will accordingly adjust the fuel gauge. The flow meter totaler recording is to be noted out on every shift for maintaining book balance and cross checking with the ground balance as measured by the dip. The variation between the book balance and the ground balance may continue to be on record on day to day basis because the variation primarily arises due to difference in accuracy levels of the measuring instruments. However the variation is to be monitored on day-to-day basis, which is expected to follow a statistical pattern, The variation within 1% of the ground balance will be considered normal and will continue to be monitored at the RCD level. . A variation between book balance and ground balance more than + 1% has to be informed to the Sr.DME for necessary inquiry of the reasons and remedial measures. In case the flow meter or the totaler becomes defective, the RCD In-charge will inform the oil company and the Sr.DME’s office. If the oil company does not attend and repair the defect in 2 days, the Headquarters will also be informed for appropriate intervention with the oil company. A log book of the flow meters is to be maintained to indicate date of defect, date of repair, nature of repair, date of calibration and date of replacement.In case the flow meter has gone defective, the issue of HSD oil will be accounted by the locomotive fuel glow gauge indication. 47. Adequate computer facility is to be provided at each RCD to computerize the records. Computerization with data security of RCDs should start immediately. 5. MEASURING INSTRUMENTS; 51 The RCD uses 3 measuring instruments to account the receipt and issue of the HSD oil ®) The dip stick used for taking measurement in tank wagory road tank truck. b) Flow meter used for issue of HSD oil. ©) Dip stick/dip tape used to take the readings of the storage tanks, 5.2. The dip stick and the dip tapes are to be provided by the oil company. Each RCD Will maintain a record of receipt of these dip sticks and dip tapes from the oil companies. Each dip stick isto be verified by a representative of the oil company sce & year with regard to its straightness and any wear on its tip. Similarly, the dip tapes are to be inspected once in a year with regard to its continuity, The dip Sticks will be issued a serial number, which will be punched by the RDI in-charge. At the commencement of each shift, before issue of HSD oil, the fuel issuer vill Nerify and record that the dip stick is not in a wom out condition by physically checking the last em of the dip stick/dip tape. Dip sticks and dip tapes are to be discarded and replaced with new ones every 5 years or whenever found defective 53. The flow meter with the totalizer is to be calibrated by the oil company once cvery year. A report with regard to the calibration of the flow meter and the method of calibration is to be furnished by the oil companies. The service life of low meters will be after dispensing 4 lakh KL of HSD Oil o 15 years after installation of the flowmeter, whichever is earlier. The flow meter should be replaced earlier if its accuracy and condition so warrants, A log book on the Working of the flow meters is to be maintained as indicated at para 4.5. If the oil company fails to calibrate the flow meter as per the laid down frequency or aiherwise {ails to maintain the flow meter properly, the same is to be reported to the Zonal Railway Head Quarters. This aspect is to be taken into consideration while according rate / running contract to the oil company, 54. Each RCD will have 03 nos. of calibrated drums of 200 liters capacity with a scale indicated thereon. These calibrated drums will be provided by the oil vompanies and will bear identification numbers. 5:5: Every time a flow meter goes defective and is repaired, its accuracy will be checked by use of the calibrated drums 6 | HANDLING Loss : 6.1 Handling loss oceurs due to occasional leakage of oil from the pipelines, Gecasional drainage of accumulated water from the bottom of the storage tank and during repairs of the defective pumps, valves, pipe joints and flow meters, Handling loss also accounts the difference in accuracy levels of the measuring instruments and methods. 62 The permitted ceiling of handling loss of a RCD will stand at 0.1% of the 41A 72 73 14 cumulative issues from the last stock verification. Any abnormal leakage from the piping or any incident in the RCD, which may have implications of abnormal loss of oil, is to be promptly reported by the RCD In-charge to the Sr. DME and the Headquarters. Swift corrective action has to be taken to prevent further loss. STOCK VERIFICATION AND INSPECTIOI ‘The stock verification of each RCD is to be undertaken 4 times in a year:- (a) Once by the Branch Officer of the Mechanical Department of the Division. (b) Twice at the level of JS/SS officers of the Mechanical Department of the Division. (©) Onve by a Stock Verifier of the Accounts Department, During the stock verification, the book balance will be reconciled with the ground balance by writing off the shortage within the permitted ceiling of handling loss or by adding the excess to the book balance. The stock verifying officer/official should also make a report highlighting the following. (a) Functioning and calibration of the flow meters. (b) Availability of the identified and stamped dip sticks, dip tapes, readable copies of the reference chart and calibrated drums (©) Working of the pumps and stand by power supply arrangement. (@) Availability of fire extinguishers. (e) Standard of record keeping and its computerization. ( Llumination, road approach, horticulture and cleanliness around the depot. (g) Condition of the pipes, pipe joints, valves and storage tanks. Besides the stock verification, the Divisional officers should also undertake periodic inspections of the RCDs to ascertain its operational and maintenance problems. During such inspections, the points indicated at para 7.3 above should also be covered. However during such inspections, stock adjustment on books will not be made. CONCLUSION: Zonal Railways should ensure immediate effect of this JPO. The Railways which do not have their own JPO or if their JPOs have become outdated may formulate their new JPOs by incorporating the provisions of this JPO. Suggestions for improvement may also be sent by the Zonal Railways to Railway Board. ay (Shubhranshu) Gi (Sharmila Chavaly) EDME(T) ED|TE) EDF(S) Railway Board Railway Board Railway Board